Print File Setup: How Do You Supply Artwork Correctly?

Supply artwork at 300 DPI resolution with 3mm bleed on every edge, keep important text and logos safely inside the trim line, and export in CMYK colour mode as a flattened PDF, since these four checks catch most of the issues that delay or spoil a print job.

Why does resolution matter so much for printed material?

Screens display images at a much lower resolution than print requires, which is why files that look crisp on a laptop can appear soft or pixelated once printed. For anything handheld, such as leaflets, business cards or booklets, 300 DPI (dots per inch) at the final printed size is the standard to aim for. Images pulled from websites are frequently far below this, since web images are optimised for fast loading rather than print clarity. Checking resolution before submitting a file, rather than after a proof comes back looking blurry, saves time and avoids a frustrating reprint cycle. Vector graphics, such as logos created in illustration software, scale to any size without a resolution concern, which makes them the safest format for artwork elements that might be resized later.

How much bleed and safe margin should you leave?

Bleed is the area of your design that extends past the edge of the finished, trimmed page, and the standard allowance is 3mm on every side. Because cutting machinery, even when well calibrated, has a tiny margin of movement, background colours or images that stop exactly at the trim line risk leaving a thin white gap along one edge. Extending them 3mm beyond the trim line accounts for this. Equally important is a safe margin on the inside: text, logos and any other content you don't want clipped should sit at least 3mm inside the trim line, so nothing important is lost if the cut shifts slightly in the other direction.

File setup check	What to do
Resolution	300 DPI at final size
Bleed	3mm on all outer edges
Safe margin	Keep text 3mm inside trim
Colour mode	CMYK, not RGB
Export format	Flattened, high-resolution PDF

Why should colour mode be set to CMYK?

Screens build colour using red, green and blue light (RGB), while printing presses build colour using cyan, magenta, yellow and black ink (CMYK). Designing in RGB and only converting at the last minute can cause noticeable colour shifts, particularly with bright blues, greens and certain oranges, which don't always translate cleanly between the two systems. Setting your file to CMYK from the beginning of the design process lets you see, as closely as possible, how the colours will actually appear once printed, and gives you the chance to adjust anything that looks off before the file is finalised.

What happens when files aren't set up correctly?

Files without adequate bleed often need to be sent back for correction, which delays the job. Low-resolution images may print fine at a glance but look noticeably soft next to sharper elements on the same page. Text sitting too close to the trim edge risks being clipped if the cut isn't perfectly centred. None of these issues are usually visible until a physical proof or the final print run reveals them, which is why catching them at the file setup stage, rather than after printing, is far more efficient for everyone involved.

For a closer look at two of the most common setup issues, read our guides on print resolution and 300 DPI and bleed for print. If you'd like a file checked before you send it to print, Minuteman Press Ipswich is happy to help.

How can you avoid last-minute file rejections?

A quick pre-flight check before sending artwork off saves back-and-forth delays. Confirm page size matches the finished trim size exactly, rather than relying on assumptions carried over from a previous project. Check that any fonts used are embedded within the PDF, since a missing font can silently substitute a different typeface without any warning appearing on screen. It's also worth zooming in on fine text and thin lines to make sure they haven't dropped below a printable weight, as very thin strokes can disappear or print unevenly. Taking a few extra minutes at this stage is far quicker than waiting for a corrected file to be prepared and resupplied after a proof reveals a problem.

Getting resolution, bleed, safe margins and colour mode right at the design stage is the simplest way to keep a print job on schedule.